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Question

Form suspends due to user task name choice

asked on March 21, 2020

My form suspends because I haven't typed one person's name in a user task. 

The form works with the User Task if a licensed user's name is typed in, of course, but all attempts at trying to get it to pick the same users based on a variable fail, except the Team option which can't be used because it allows everyone in the team to see everyone else's form submissions.

  • First Try:  User Task is set to a variable that is a drop down pick populated by a lookup (the form is submitted after the first user picks the name of his supervisor that will be approving his form).
  • Second Try:  Created a Single Line field (hidden field) to populate whatever approver name was picked and used that Single Line variable for the User Task.  Still Suspended.
  • Third Try:  Created an ORG TEAM and entered all employees names and assigned ROLES for each employee job position, so I could use teams filtered for someone like Accts Payable Clerk.  Then made the User Task assign to the ORG TEAM but with a filter to pick one name out of the team based on the variable for Approver_Name.  This works using the same variable in the filter that DOESN'T WORK when using the variable as a simple user name without going through a team!??  It can't remain this way, because it will allow everyone in the ORG Team to see everyones' Expense submissions (private information!).  So I have to remove this configuration.

 

What am I doing wrong with the variables without using a team?

 

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Answer

SELECTED ANSWER
replied on March 22, 2020

For the first and second try, can you please make sure the username entered in the dropdown and the single line match the values of the Username column from System Security page? When select the user based on variable,  it is based on the username not the name.

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replied on March 23, 2020

Yes, I have double checked that the variable did actually catch the name I programmed it to from the drop down field.  So, I think what you're saying is, instead of the name, I need the ORG\cprendergast type of entry in there?

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replied on March 23, 2020

Yes, give that a try. Since that's the unique identifier for that user, it was what Forms needs to assign the task. In some cases for participant users, the only unique identifier is email, so it's possible it's looking for the user's email if you have that specific authentication method. 

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replied on March 23, 2020

Xiuhong, it appears that changing the hidden field that is collecting what was picked in the drop down worked.  I now have my SQL lookup include a column for the org\user combination and testing works!  Thanks!!

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Replies

replied on March 23, 2020

Connie,

Using a Lookup Rule could help to automatically populate information based upon the name of the submitter.  Have you tried Lookup Rules?  If configured correctly, the lookup rules will reduce errors and be easier to maintain over time as the org. chart, employees, and roles change.

I have attached a screenshot from Designing Laserfiche Forms 10 course (www.laserfiche.com/aspire) of a sample Lookup Rule.

Regards,

Justin

 

 

Example Lookup Rule.jpg
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replied on March 23, 2020

Thanks, Justin.  Yes, this is how I have it set up.  "When Supervisor Name is Employee Name, fill SupervisorNameHidden with (and then I pick the lookup that matches the org\user combination)" as suggested by Hiuhong.  It works!  Yeah!

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